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Warranty Statement of Work

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WARRANTY STATEMENT OF WORK

This Warranty Statement of Work ("Statement") is entered into as of by and between Client Name: , a with principal place of business at , and Contractor Name: , a with principal place of business at (each a "Party" and together, the "Parties").

Recitals

WHEREAS, Client and Contractor previously entered into a Statement of Work bearing reference number for the provision of goods and/or services (the "SOW");

WHEREAS, Contractor warrants certain aspects of the Work performed under the SOW and the Parties desire to document the scope, duration, and remedies for that warranty work in this Statement;

WHEREAS, the Parties intend for this Statement to define Contractor's warranty obligations, exclusions, and Client's remedies in respect of defects in the Work identified during the Warranty Period.

NOW, THEREFORE

In consideration of the mutual covenants and agreements set forth below, and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the Parties agree as follows:

1. Definitions

1.1 "Work" means the deliverables, installations, and services performed by Contractor under the SOW and described in Section 2 below.

1.2 "Defect" means any material nonconformity of the Work with the express specifications and acceptance criteria set forth in the SOW and this Statement.

1.3 "Warranty Period" means the period set forth in Section 3 commencing on the Warranty Start Date.

2. Scope of Warranty Services

Contractor shall, at its sole cost and expense unless otherwise specified in this Statement, repair, replace or re-perform any portion of the Work that exhibits a Defect during the Warranty Period. The specific Work subject to warranty obligations is described below.

3. Warranty Period

The Warranty Period shall commence on the Warranty Start Date and shall continue for the duration specified below. The Warranty Period does not restart as to repaired or replaced components except where expressly agreed in writing.

Warranty Start Date:     Duration:

4. Warranty Obligations

4.1 Contractor shall promptly investigate all reported Defects and shall commence corrective action within business days of Client's notice. Corrective action shall be completed within calendar days, subject to extension for causes beyond Contractor's reasonable control.

4.2 Contractor shall, at Contractor's expense, supply all labor, materials and parts necessary to correct Defects, provided that if a Defect arises from Client's misuse, modification by third parties, or other causes listed in Section 5, Contractor may invoice Client for reasonable costs in accordance with Section 10.

5. Exclusions

Typical exclusions include damage due to accident, misuse, improper installation not performed by Contractor, alterations by parties other than Contractor, normal wear and tear, consumables, and conditions expressly excluded in the SOW.

6. Remedies

6.1 Contractor's sole and exclusive obligation and Client's exclusive remedies for any Defect shall be, at Contractor's election, repair, replacement, or refund of the fees paid for the defective portion of the Work, subject to the limitations set forth in Section 7. The election of remedy shall be made by Contractor within a commercially reasonable time after identification of the Defect.

7. Limitation of Liability

Except for Contractor's willful misconduct or gross negligence, Contractor's aggregate liability for any claim arising out of or related to this Statement shall not exceed or the total fees paid by Client to Contractor under the SOW for the Work giving rise to the claim, whichever is less. In no event shall Contractor be liable for incidental, consequential, special, punitive or exemplary damages, including lost profits.

8. Acceptance Testing and Notice of Defects

8.1 Where Acceptance Testing is required by the SOW, Client shall complete such testing in accordance with the acceptance criteria. Defects discovered during acceptance must be reported to Contractor within business days following delivery or completion, or they shall be deemed accepted.

8.2 Notices of Defects after acceptance shall be governed by the notice provisions set forth in Section 13.

9. Change Orders

Any change to the scope of this Statement, including additions to the warranted Work or extensions to the Warranty Period, must be made by written change order signed by authorized representatives of both Parties. Contractor shall not be obligated to perform warranty work outside the scope of this Statement absent a signed change order.

Change order contact:

10. Fees and Costs

Unless otherwise agreed in writing, Contractor shall bear costs of parts and labor required to remedy Defects covered by this warranty. Client shall be responsible for shipment to Contractor for off-site repairs unless shipping costs are agreed to be borne by Contractor below.

Shipping costs covered by Contractor:

11. Confidentiality and Intellectual Property

Each Party shall maintain in confidence any Confidential Information received in connection with this Statement. Nothing in this Statement shall be construed to transfer ownership of pre-existing intellectual property. Any modifications or improvements developed by Contractor in the course of warranty work shall remain Contractor's intellectual property unless otherwise agreed in writing.

12. Insurance and Indemnity

Contractor shall maintain at all times during performance commercial general liability and professional liability insurance in amounts sufficient to cover its obligations under this Statement. Minimum insurance requirements: .

Each Party shall indemnify, defend and hold harmless the other Party from third party claims arising out of its gross negligence or willful misconduct in performing obligations under this Statement.

13. Notices

All notices required or permitted under this Statement shall be in writing and delivered to the addresses set forth below by hand, nationally recognized overnight courier, or certified mail (return receipt requested).

14. Amendments; Waiver; Counterparts

This Statement may be amended only by a written instrument executed by authorized representatives of both Parties. No waiver of any provision shall be effective unless in writing signed by the waiving Party. This Statement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

15. Governing Law; Entire Agreement; Severability

This Statement shall be governed by and construed in accordance with the laws of the jurisdiction selected by the Parties: , without regard to choice-of-law principles.

This Statement, together with the SOW and any incorporated exhibits and change orders, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior negotiations and agreements, whether written or oral.

If any provision of this Statement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect to the maximum extent permitted by law.

Client:

Party Label:

By:

Date:

Contractor:

Party Label:

By:

Date:

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What a Warranty Statement of Work Is

A Warranty Statement of Work is a contractual document that defines the scope, duration, and obligations related to warranty services provided after completion of a project or delivery of goods. It specifies warranty start and end dates, covered defects, response and remedy procedures, service levels, exclusions, and reporting requirements. The statement aligns expectations between the warrantor and beneficiary, identifies responsible parties and contact points, and documents metrics used to verify performance. It is commonly attached to procurement or contract files and forms the basis for post-delivery maintenance and claims handling.

Why a Clear Warranty SOW Matters

A clear Warranty Statement of Work reduces disputes by documenting remedies, response times, and exclusions. It clarifies liability and testing responsibilities, supports compliance with procurement terms, and provides a measurable framework for warranty enforcement across project stakeholders and downstream service providers.

Why a Clear Warranty SOW Matters

Who Typically Prepares and Uses a Warranty SOW

Organizations that manage product support, contractors, and vendors use Warranty Statements of Work to set expectations and manage claims.

  • Manufacturers and OEMs issuing product warranties and service-level commitments regularly.
  • General contractors and subcontractors defining post-construction defect repair and response obligations.
  • Procurement, facilities, and property managers tracking remedy timelines, claims, and acceptance testing.

Clear roles in the document help procurement, legal, operations, and service teams coordinate warranty delivery and audits.

Core Sections to Include in a Professional Warranty SOW

Essential sections of a professional Warranty Statement of Work ensure enforceability, clear remedies, and measurable service expectations for both parties.

Scope

Define covered products, systems, or work, list included and excluded items, specify interfaces and versions, and attach relevant specifications or drawings to remove ambiguity about responsibilities.

Duration

Specify warranty start date, expiration, renewal terms, and any milestone-based triggers; include cure periods and conditions that suspend or extend warranty obligations in writing and state statutory limitations.

Remedies

List available remedies such as repair, replacement, credit, or refund; describe escalation procedures, timeframes for completion, and allocation of costs for diagnostics and shipping and labor.

Service Levels

Define response and resolution targets, priority levels, on-site versus remote support expectations, required spare parts availability, and penalties or credits tied to missed SLAs with reporting.

Exclusions

Enumerate exclusions such as misuse, unauthorized modifications, cosmetic defects, normal wear, force majeure, and third-party component warranties and specify proof required for claims.

Reporting & Records

Set notice procedures, claim forms, required supporting documentation, inspection rights, record retention obligations, and reporting cadence required to validate defects and process reimbursements.

Required Information and Key Fields

Contractor Name: Full legal entity name exactly.
Beneficiary Name: Name of warranty recipient.
Effective Date: Use MM/DD/YYYY format only.
Warranty Term: Length in months or years.
Coverage Scope: Short list of covered items.
Contact Info: Email, phone, and mailing address.

Step-by-Step: Prepare and Execute a Warranty SOW

Follow these sequential steps to prepare, review, and execute a Warranty Statement of Work accurately and consistently.

  • 01
    Assemble Docs: Gather contract, specs, and prior warranty records.
  • 02
    Define Scope: List covered items, exclusions, and interfaces.
  • 03
    Set SLAs: Define response and resolution timeframes by priority.
  • 04
    Execute: Obtain required signatures, dates, and retain copies.

Configure an Online Workflow for Warranty SOWs

Configure an online workflow to auto-populate fields, route signatures, and retain audit trails for compliance and efficiency.

Field Configuration
Template Library Save reusable SOW templates
Magic Fields Auto-detect and populate signer data
Conditional Logic Show fields only when relevant
Signer Authentication Email, SMS code, or KBA

How Submission and Routing Works

Typical routing and submission for a Warranty Statement of Work follows a simple sender-to-signer workflow with audit capture.

  • Upload: Sender uploads the SOW PDF or DOCX.
  • Place Fields: Add signature, initials, date, and text fields.
  • Route: Send to signers in order or via a signing link.
  • Archive: Store signed copy and certificate of completion.

Platform and File Requirements for eSigning

Use platforms that support PDF, DOCX, and strong audit trails to ensure lawful execution and retention.

  • Formats Supported: PDF, DOCX, and HTML.
  • Integrations: Salesforce, NetSuite, Microsoft 365, Box.
  • Security: AES-256 at rest; TLS 1.2/1.3.

Key Timing Considerations and Deadlines

Typical timing and deadlines for warranty SOWs affect response obligations, claims submission, and statutory filing where applicable.

Warranty Effective Date:

Start date establishes coverage and triggers time limits.

Claim Notice Period:

State the maximum days to notify defects, commonly 30–90 days.

Response Timeframes:

Provide response windows by priority; 24–72 hours typical.

Repair/Resolve Deadline:

Set specific repair completion timelines, often 7–30 days.

Record Retention Deadline:

Retain warranty records per retention policy and legal requirements.

Common Mistakes to Avoid

  • Vague scope descriptions create disputes over what is covered, leading to delayed repairs, increased costs, and potential litigation when parties disagree about interfaces or bundled components.
  • Missing or inconsistent dates — effective, expiration, or notice periods — can void warranty triggers and complicate statute of limitations calculations for claims.
  • Failure to specify remedies and cost allocation often results in disputes over responsibility for diagnostics, shipping, parts, or labor, increasing administrative burden.
  • Not documenting authentication, proof of repair, or required inspection rights hampers auditability and weakens enforceability during contract closeouts or regulatory reviews.

Penalties and Risks of an Incorrect Warranty SOW

Late Claims: May forfeit remedy rights.
Incorrect Dates: Triggers and liabilities change.
Missing Signatures: Document may be unenforceable.
I-9 Compliance: Separate federal retention rules apply.
Tax Withholding: Incorrect W-9 may trigger backup withholding.
Litigation Risk: Ambiguity increases dispute exposure.

Examples: How Organizations Use Warranty SOWs

Real-world examples show how a Warranty Statement of Work clarifies responsibilities and speeds resolution across industries.

Martin Properties

Martin Properties centralized warranty SOWs to streamline tenant repair claims, shorten response times, and centralize documentation for audits.

  • Result: faster approvals and consistent records.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures

Optica Ventures integrated a Warranty SOW template across sales and support to ensure consistent promise language and response procedures.

  • Outcome: fewer disputes, clearer remediation paths.
  • Brian Fitzgibbons noted that the simple interface reduced training time and made it easier for customers to acknowledge warranty terms during onboarding and claims submission while preserving audit trails and exportable records for compliance.

eSignature Pricing and Feature Comparison for Warranty SOWs

Compare typical eSignature pricing and core features relevant to executing Warranty Statements of Work securely.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions and Troubleshooting

Answers to frequent questions about drafting, signing, and enforcing a Warranty Statement of Work, with practical troubleshooting and compliance notes.


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